Administrative Assistant 2 (AA2)

Description

This recruitment will remain open until April 19, 2025. The agency reserves the right to make a hiring decision at any time after the initial screening date on March 26, 2025. It is in the applicant’s best interest to submit materials as soon as possible.

Make a Difference: Protect Consumers & Join Our Dynamic Team!

The Office of the Insurance Commissioner (OIC) seeks a motivated and qualified individual for the Administrative Assistant 2 (AA2) position. This role is within the Policy and Legislative Affairs Division and is based out of our Capitol Campus Office.

WHY OIC?

• Meaningful work: Ensure a healthy insurance market and protect Washington consumers.
• Impactful career: Make a daily difference in the lives of countless Washingtonians.
• Small agency, big opportunities: Gain a holistic understanding of our mission and build strong relationships with colleagues.
• Flexible work options: Hybrid work opportunities.

About the Position 

The Washington State Office of the Insurance Commissioner (OIC) is a small but highly impactful agency of approximately 280 employees that oversees and regulates the insurance industry to protect consumers, the public interest, and the state’s economy. We ensure that insurance companies meet their financial obligations, follow state and federal laws, and provide fair and affordable coverage to Washington residents. Our work directly impacts the lives of consumers by investigating complaints, proposing and adopting consumer protection laws, overseeing insurance policy offerings, and monitoring the financial health of insurance companies. We also educate the public about their insurance rights and assist them in navigating complex systems like Medicare. With our strong commitment to integrity, transparency, and consumer advocacy, we help ensure that Washington's insurance market remains healthy and sustainable.

We are currently seeking a detail-oriented and proactive individual to join our team as an Administrative Assistant (AA2). In this role, you will provide vital administrative support to the Policy and Legislative Affairs staff, including coordinating meetings, managing schedules, arranging travel, and ensuring legislative deadlines are met. Your responsibilities will also include posting updates to our website, tracking legislative and rulemaking assignments, and maintaining accurate records for the team.

Work Schedule and Expectations:

• During legislative sessions, this role requires a full-time, five-day-a-week presence in the office (Monday through Friday) from 8:00 AM to 5:00 PM.
• When the Legislature is not in session, the position will require three days a week in-office presence.

If you're a highly organized individual who thrives in a collaborative environment and is passionate about supporting consumer protection and regulatory oversight, this is an exciting opportunity to play a critical role in shaping the future of Washington’s insurance industry. Join us in our mission to create a fair, efficient, and accountable insurance marketplace for all Washington residents.

This recruitment may be used to establish a qualified pool of candidates for Administrative Assistant 2 vacancies in the next sixty days.

This is a Washington General Service position. The monthly salary range for this position is $3,239 - $4,299.

Benefits & Perks

• Comprehensive benefits package: Health, dental, vision, retirement, paid leave (vacation, sick, etc.) and much more.
• Supportive work environment: We value diversity, professional growth, and collaborative atmosphere.
• Wellness programs: Invest in your well-being with on-site resources and initiatives.
• Work-life balance: Flexible schedules with telework opportunities.
• Public service fulfillment: Contribute to a cause that matters and feel the satisfaction of serving the public good.
• Training & Development: Continuously learn and grow with tuition reimbursement, Public Service Loan Forgiveness, and other programs.
• Free parking (Tumwater) and public transportation pass (Thurston County): Save on commuting costs.
• And more: Explore our website for additional benefits: https://www.insurance.wa.gov

Duties

The duties of the position include, but are not limited to: 

• Collaborates with administrative team members to ensure seamless coverage of the reception desk and support services. 
• Provides comprehensive scheduling, conference room coordination, and administrative assistance to the Policy and Legislative Affairs staff, including the Commissioner and Tribal Liaison, as required. 
• Manages the logistics for meetings involving OIC staff, external agencies, stakeholders, and both state and national organizations; organizes conference and video calls as needed. Prepares meeting agendas, attends staff meetings, and takes detailed notes or minutes. Follows up with action items post-meeting. Meeting coordination includes overseeing location arrangements, catering or light refreshments, registration, conference call setup, A/V equipment, and assisting in the preparation of presentations and handouts.
• Posts timely web content updates and public announcements to the agency's website. 
• Proactively manages and tracks legislative and rulemaking assignments to ensure on-time delivery for the Policy and Legislative Affairs team. 
• Coordinates travel and training arrangements for Policy and Legislative Affairs staff, ensuring all supporting documentation is properly maintained. 
• Organizes and files reports, documents, and correspondence for the Policy and Legislative Affairs team, adhering to standardized office procedures and agency retention schedules. 
• Prioritizes and organizes incoming emails and manages records and documents for team leadership and the Commissioner. 
• Anticipates administrative support needs for team leadership and the Commissioner, proactively addressing and fulfilling those requirements. 
• Manages, tracks, and updates bill analyses, fiscal notes, and rulemaking assignments, ensuring deadlines are met. 
• Provides support for legislative and rulemaking meetings, assisting with preparations and logistics. 
• Prepares and produces reports for regular division and agency legislative/rulemaking meetings. 
• Proofreads, formats, and ensures proper agency letterhead is used for all finalized legislative and rulemaking documents distributed outside the agency. 
• Accurately and efficiently prepares, coordinates, organizes, maintains, and distributes legislative reports. 
• Ensures legislative and rulemaking information is consistently updated on the agency’s internet and intranet sites.

To read more about this position and view all duties, click here to request a position description.

Qualifications

Required Qualifications: 

One year as an Administrative Assistant 1.

OR

Bachelor’s degree in business administration, public administration or closely allied field AND two years of senior level clerical experience in office/clerical, secretarial, or general administrative work in a professional office environment. Graduate study may substitute for experience on a year for year basis.

OR

Six (6) years of progressively responsible clerical/office, secretarial, or general administrative work experience in a professional office environment at a senior clerical level.

If a degree or other credentials are listed, proof will be required prior to employment. University degrees must be recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent. If a degree was awarded outside the United States, candidates must provide a credential evaluation report.

AND

• Intermediate skill level in Microsoft Word, Excel, and PowerPoint 
• Intermediate skill level in Outlook, with prior professional work experience scheduling meetings and conference rooms for multiple attendees
• Ability to type at least 40 WPM

Preferred/Desired Qualifications: 

Ready to join us?

Learn more about the Administrative Assistant (AA2) position and the OIC by visiting our website. We encourage you to check out our video below and listen to what our employees have to say about working here.

Welcome to the OIC

Submit your application today and take the first step towards a rewarding career at the OIC.

Supplemental Information

• This position is represented by the Washington Federation of State Employees (WFSE).
• State law (RCW 48.02.090[5]) prohibits employees of the OIC from having any interest, directly or indirectly, in an insurance company other than as a policyholder. This prohibition includes the receipt of renewal commissions. If employment is accepted with this agency, you agree to abide by this state law.
• If a degree or other credentials are listed by the candidate, proof will be required at the finalist stage. Candidates are encouraged to pre-plan for this. University degrees must be recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent.
• If a degree was awarded outside the United States, candidates must provide a credential evaluation report.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• If claiming veteran status, please send your DD 214 to [email protected] with FE2_2024-0491 in the subject line. Please do not attach the DD 214 to your application materials.  Please black out personally identifiable data such as social security numbers. 
• At the OIC, honoring diversity, equity, and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees and volunteers enjoy a respectful, safe, and supportive working environment. Only by fostering the inclusion of people from all backgrounds, cultures, and attributes, can OIC employees and volunteers achieve their fullest potential and best advance the goals and mission of the agency.
• The Office of Insurance Commissioner is an equal opportunity employer, does not discriminate on the basis of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained service animal by a person with a disability. Persons requiring reasonable accommodation in the application process or requiring information in an alternative format may contact the recruitment team at [email protected]. Those with a hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at 1-800-676-3777 or www.washingtonrelay.com.  
• If you are having technical difficulties creating, accessing (log in, password or email issues) or completing your application (error messages), please call toll-free at (855) 524-5627.
• For general questions regarding applying for jobs, contact the recruiter or [email protected]. 

How to Apply: 

1. Create an online account: Go to the job posting and click the big green “Apply” button. You’ll need to set up an account if you haven’t already.
2. Complete your application: Be sure to answer all the questions fully and honestly. Avoid vague answers like “see resume.” This may result in disqualification.

3. Attach your cover letter and resume. Applications that do not include a cover letter and resume or are incomplete will be automatically disqualified.
4. Provide references: List three people who have supervised your work and can vouch for your skills. If you don't have enough, you can include people like teachers, college professors, or other professional colleagues.

Your application will be evaluated based on how closely your qualifications and experience meet the required and/or preferred qualifications of the position.  Applications missing the requested information or containing incomplete responses may be disqualified and removed from further consideration. 

General suggestions for creating a good application:

• Read the job posting very carefully. Find out as much as you can about the position.
• Make sure you are very diligent in following all the application instructions.  Include all requested documentation. 
• Make sure your application and supplemental question responses address how you meet each of the required and desired qualifications. 

• Carefully read each of the supplemental questions and respond completely to each one. Pay attention to each component of the question, providing examples, and thoroughly describing when and where you achieved the experience. Detail the types of work you performed, the work products, etc., to demonstrate 'how'. 

• Specifically include all your work experiences doing the same or similar work, especially if you reference work in these jobs in describing when/where you gained experience or skills. 
• Make sure your application reflects your best writing.

Wage/salary depends on qualifications or state rules of compensation (if currently a state employee).

Contact us: For inquiries about this position, please contact us at [email protected].